409 Stillorgan Road Policies


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Privacy policy

We are committed to protecting your privacy and ensuring that your personal data is handled in a safe and responsible way.

Who We Are

The 409 Partnership is the controller and responsible for your Personal Data (referred to as “we”, “us” or “our” in this privacy policy).

Our full contact details are First Floor, Maple House, Lower Kilmacud Road, Stillorgan, Co. Dublin, A94 E3F2.  Our registered company number is ?????

Who is the Data Controller?

As per GDPR definition, the data controller is the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.

What is Personal Data?

The definition of Personal Data is defined as any information relating to an identified or identifiable natural person (hereafter known as the Data Subject or “you”).  This data includes such details as name, an identification number, location, email address, telephone number or any other relevant information that identifies you.


The purpose of this policy sets out the basis of why & how we collect, store, retain, & delete your Personal Data so that you, as the Data Subject, can be assured that we are taking the necessary steps to comply with the relevant privacy and data protection legislation including the General Data Protection Regulation (GDPR).

Use of Personal Data

As part of doing business with us you will engage with us to register your details in order to secure a room in 409 Stillorgan Road. We will collect & use your Personal Data only for the purpose needed in order to conduct our business with you.

GDPR requires that the following processing principles be observed:

1. Personal data shall be

  1. Processed lawfully, fairly and in a transparent manner;
  2. Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes (purpose limitation);
  3. Adequate, relevant and limited to what is necessary in relation the purposes (data minimisation);
  4. Accurate and where necessary, kept up to date (accuracy);
  5. Kept in a form which permits identification of Data Subjects for no longer than is necessary for the legitimate purpose (storage limitation);
  6. Processed in a matter that ensures appropriate security, including protection against unauthorised or unlawful processing (confidentiality)

2. The controller shall be responsible for, and be able to demonstrate compliance with, point no. 1 (‘accountability’).

We will take all reasonable actions to ensure that we comply with all of these principles both in current processing methods and any future methods of processing Personal Data.

Legal Bases for Processing Data

The law on data protection sets out a number of different reasons for which a company may collect and process your Personal Data and these are as follows:

  1. Data Subject has given active consent to the processing for one or more purposes that have previously been disclosed to them;
  2. A contractual obligation between Durkan and the Data Subject.
  3. To satisfy a legal obligation;
  4. To protect the vital interests of the Data Subject or another individual.
  5. To carry out a task that is in the public interest;
  6. For your company’s legitimate interests, but only after having checked that the fundamental rights and freedoms of the individual whose data you are processing are not seriously impacted.


For consent to be lawful, it must be:

  1. Freely given;
  2. Easy to withdraw;
  3. Fully informed;
  4. Unambiguous;
  5. Specific to the disclosed purpose;
  6. Easy to distinguish;
  7. Given in a clear affirmative action;
  8. Evidenced.

As a Data Subject, what are your rights?

Under the GDPR regulation, you have the following rights:

  1. The right to be informed – you have the right to be informed about what information we have collected from you.
  2. The right to access – you have the right to request a copy of the information that we hold about you;
  3. The right to rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete;
  4. The right to erasure – in certain circumstances, you can ask for the data we hold about you to be erased from our records;
  5. The right to restrict processing – where certain conditions apply, you may have a right to restrict the processing;
  6. The right to data portability – you have the right to have the data we hold about you transferred to another organisation;
  7. The right to object – you have the right to object to certain types of processing such as direct marketing;
  8. Rights in relation to automated decision making and profiling – you have the right not to be the subject to the legal effects of automated processing or profiling.

Disclosure of Personal Data

Any information you provide to us is not made available to a third party except for the purposes discussed with you and is only used by us for these specified purposes when it was collected.

We do not provide personal information to third parties for direct marketing purposes.

Retention of Data

We will keep Personal Data only for as long as the retention of such Personal Data is deemed necessary for the purposes for which it was collected unless there is an obligation for it to be otherwise held including for the purposes of satisfying any statutory, legal, accounting, insurance or reporting requirements.

Personal Data relating to house purchasers is retained and stored on our system’s servers and in the cloud.  These are protected by firewalls and are password protected.

Deletion of Data

In line with the GDPR principles (purpose limitation & data minimisation – see principles above), we delete Personal Data once the reason for collecting it is no longer relevant or the statutory periods for retaining it has passed.

Data is deleted from a local PC and is then deleted permanently from our server within 90 days.

Data Breach

A data breach is where Personal Data that Durkan (as a controller/processor) is responsible for, has been accessed/viewed/used/shared/altered/destroyed/lost by unauthorised persons.

All data breaches must be reported to the Data Commissioner’s Office within 72 hours of the breach unless the data was anonymised or encrypted.  Breaches that are likely to bring harm to an individual, must also be reported to the individual concerned.

To minimise the risk of data breaches, our server is login protected and requires a password to access it.  In addition, there is a login the cloud server that shows user login history.


In this cancellation policy the following defined words shall apply:

  1. Contractual Term: 31st August 2019 and expiring on 12 noon on 6th June 2020 for 40 week contracts.
  2. The Building: the property known as 409 Stillorgan Road;
  3. Licence: The licence you have entered to occupy a room or studio in the Building;
  4. Room: the room in the Building which you have entered into a licence with us to occupy;
  5. Studio: the Studio in the Building which you have entered into a licence with us to occupy;
  6. We, us, our, Licensor: The 409 Partnership
  7. You, your, Licensee: the person who agrees to occupy a room at the Building from us.

You may cancel the Licence that you have entered into with us by giving us written notice of your intention to cancel on the following basis:

  1. If your notice of cancellation is received by us in writing within 24 hours after you have submitted an application form and the Contractual Term of the licence has not commenced, we will make no charge and the initial payment of €300 will be refunded in full; or
  2. If your notice of cancellation is received by us 24 hours after you have submitted an application form and before 1st August 2019 and the Contractual Term of the licence has not commenced, you may cancel your booking by writing to us provided that we will be entitled to retain the total initial payment of €300; or
  3. If your notice of cancellation is received on or after the 1st August 2019, we will not accept a cancellation of your licence for the room/studio until a replacement Licensee is found.  We shall endeavour to re-licence the room as soon as possible; however, we cannot guarantee that we will be able to do so.  Until a replacement is found, you will remain liable to pay the occupancy fees for the room/studio and all other charges and costs under your licence for the period to the date that a replacement licensee for the room/studio commences.  We reserve the right to charge you a fee in the sum of €100 as a contribution towards our administration costs incurred in dealing with the cancellation of the licence and the sourcing of a new Licensee.
  4. Room: the room in the Building which you have entered into a licence with us to occupy;
  5. Studio: the Studio in the Building which you have entered into a licence with us to occupy;
  6. We, us, our, Licensor: The 409 Partnership
  7. You, your, Licensee: the person who agrees to occupy a room at the Building from us.

If a replacement Licensee is found for the room/studio we will release you from your licence with effect from the date that the new licence for the room/studio begins.

In the event you fail to honour your contractual obligations in relation to the payment of occupancy fees on the due dates before occupation of the room /studio, we may cancel your licence by giving you notice in writing of cancellation; in these circumstances we will not repay any advanced payments made by you to us.

In the event that we cancel the licence at any time before occupation of the room/studio by you, we shall give you as much advanced written notice as we can in the circumstances and will repay the initial payment to you and any other fees that we have taken from you in connection with the licence.

Exception for prospective first year undergraduate students:  If after receiving your leaving certificate results you are not offered your place at your chosen university, then we may be able to release you from your licence.  You must submit your cancellation request in writing or email to the Hall Manager on or before 21st August.  You must enclose a copy of your rejection letter from the University.  Once this has been received, we will review the documents and assess your cancellation request.  Should your cancellation request be accepted we will then refund your advance rent payment accordingly.

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